JOB DESCRIPTION

DIRECTORATE:CORPORATE SERVICES

JOB LEVEL:SCRUTINY, DEMOCRATICAND ELECTIONS OFFICER

GRADERANGE:Grade 5

REPORTING TO:SENIOR LEGAL OFFICER

PURPOSE

The post holder will ensure that the Committee process is adhered to and that the work of the post holder is organised and managed to a high standard.

To support and assist the work of Overview and Scrutiny Committees to effectively fulfil their legal obligations to scrutinise and challenge the Cabinet and partner organisations responsible for the delivery of Council Services.

To providesupport to the effective provision of the Elections Functionand canvas process.

The nature of the work undertaken will impact directly on elected members, Chief Officers and other service officers, as well as residents, other authorities and local organisations.

To participate in the development of the services of the Civic, Democratic and Elections Services team, including the contribution of ideas and suggestions for service improvement and savings.

KEY RESPONSIBILITIES

Democratic Services

  1. Preparation of agendas, collation of Committee reports and any other relevant papers and documentation,preparation of minutes following meetings and keeping any other Democratic Services Information current and ensure all of these are correctly updated to the website.
  1. Ensure that the Council’s Committees are effectively administered in line with statute, the constitution and best practice. To attend evening meetings as required, take minutes and provide support as necessary.
  1. Operational understanding of the software systems used in Democratic Services to a level that will allow training to be provided to officers, Councillors or anyone else required to use the system in in their dealings with Tamworth Borough Council.
  1. To take responsibility for and prepare the forward plan as required.
  1. To calculate the political balance of Committee’s following an election and provide this information to Members/Officers.
  1. To ensure the effective discharge of all democratic responsibilities including allocation of Committee’s and calendar of meetings (update and maintain).
  1. Provide administrative advice and guidance on Committee and Constitutional matters for the Team, Members and Officers.
  1. To deal with the administrative aspects of the Register of Interests.
  1. To process and advise on members allowances and expenses.
  1. Liaise closely with Cabinet and other members on committee and constitutional matters.
  1. Complete administrative functions following elections and throughout year, when necessary.
  1. Assist with production and distribution of the Scheme of Delegation and Constitution.
  1. To actively develop and improve the service/function by utilising E-Government and customer demand analysis opportunities.

Scrutiny

  1. To Co-ordinate the planning conduct and execution of the Council’s Scrutiny function in consultation with the Scrutiny Chairs, other Members and officers. Ensure that follow-up action is taken within the agreed timescales to meet Scrutiny objectives. To attend evening meetings as required.
  1. To develop and deliver an effective member led scrutiny process. Provision of advice and guidance on Committee and Constitutional matters for the team and members particularly in relation to scrutiny.
  1. To assist in the development and administration of the Scrutiny Work Programme to include drafting and preparation of briefing papers and reports and monitoring and reporting the achievements of the Committees and their Working Groups.
  1. To Support research, information and evidence gathering for all the Scrutiny function relative to the terms of reference or topic area utilising all appropriate resources available both internally and externally.

Elections

  1. To assist with the organisation and processing as required in connection with all areas for Parliamentary, European Parliamentary, Police and Crime Commissioner, County and Borough elections and referenda ensuring that statutory requirements and timetable deadlines are adhered to.
  1. To assist with the organisation and processing of rolling registration forms, postal and proxy vote applications as required and to deal with elector enquires regarding the registration or election process.
  1. To assist with the organisation and initiation of the annual canvass, including the processing of Household Enquiry Forms and ITRs including elector enquiries and ensure that statutory requirements and timetable deadlines are adhered to.
  1. To assist with the engagement and employment of canvass and election staff and the payments made to canvass and election staff.

General

  1. To provide informed advice and guidance on policy and procedures, rules and regulations to the public, members, partners and other authorities.
  1. To ensure that agreed Council policies, appropriate statistical information and financial regulations are processed and followed in the performance of the duties of the post.
  1. To possess operational and functionality understanding of the software systems used in the service area.
  1. To progress a range of tasks and activities using the appropriate skills and knowledge to include maintenance of accurate records liaising with colleagues to ensure effective delivery of services internally and externally.
  1. To ensure that services are delivered in accordance with legal and statutory provisions.
  1. To be responsible for identifying personal development needs and undertake the necessary training programme to achieve the standards expected for the post.
  1. To undertake all corporate requirements on health and safety, equal opportunities, data protection, risk management and financial regulations.
  1. Any other reasonable duties, in the service area as required by the Solicitor to the Council or the Senior Legal Officer commensurate with the grade and general nature of the post. Provide cover for the other members of the Democratic and Election Service Team, as necessary.

March2018

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